Moving Expense/Relocation Reimbursement for New Employees - Radiology

As part of their offer letters, new employees to Radiology may receive moving allowance. Typically, it is for faculty, but sometimes a postdoc or staff may be eligible. Offer letters can be found in the shared Business Office folder.(\\radfiles.radiology.ucsf.edu\groups\Business_Office\Offer letters Jul 2010-\Offer Letters) Marciaprocesses these expenses and ensures that the employee does not exceed the moving allowance per offer letter.

Instructions – Moving Expense Reimbursement:

  1. Inform employee of their moving expense allowance. Ask employee how the expenses will be paid.
  2. With the gathered information, check with Helen Szeto (Travel Manager) on the appropriate method to pay expenses since there may be change in process. (e.g. TEV form, One-time payment)
  3. If employee pays for expensesentirely out of pocket, skip to step 8.
  4. Employee works with vendorto schedule their move. Here are two recommended vendors but employees are not restricted to these two vendors.
  5. United Van Lines (Contract #UCIMP-0289)
  6. North American Van Lines, Inc (Contract #UCIMP-195)
  7. Request the vendor to send Marcia a quote/invoice.
  8. If employee agrees with the quote, Marcia creates a Relocation/Household Move formon BearBuy.
  9. Once Marcia receives the invoice, let the employee review the invoice.
  10. With the employee’s approval, Marcia will submit invoice to . Reference the PO # (PO starts with B) on the invoice.
  11. If there are reimbursements to the employee, fill out a Continental US Travel Expense Voucher form (TEV).
  12. Attach invoice(s) and proof of payments to the TEVform.
  13. If employee’s reimbursement does not comply with University policies (e.g. move is less than 50 miles apart) or the Department is reimbursing for over 50% of moving expense, complete the Exceptionto Academic Policyform:
  14. Depending on the employee’s position, Marcia will send the Exception to Academic Policy forms to Ron Arenson and one of the approvers below:
  15. ACADEMIC POSITION – Emerald Light, Box 0652
  16. Send to May Wong for Emerald’s approval
  17. SENIOR MANAGEMENT POSITION – Joanne Fraysse, Box 0832
  18. STAFF POSITION – Mark Gottas, Box 0826
  19. POST-DOCTORAL APPOINTMENT – Christine Des Jarlais, Box 0523
  20. NOTE: Does not sign off on exception form. She can sign off on one-time payment forms.
  21. FELLOWS AND RESIDENTS – Lisa Asato, Box 0474
  22. GRADUATE STUDENTS – Peter Taylor, Box 0523
  23. If employee does not pass the distance or time test, initiate a one-time MOV payment through SRS ticketing system. If employee passes the distance and time test, emailHelen Szeto for processing.Attach the following documents for both methods of payment. See Time Test and Distance Test section.
  24. TEV
  25. Exceptional Approval form
  26. Other documentation(e.g. receipts)
  27. When done, update the employees’ folder with reimbursement/payment documents, exception form, and offer letter: \\radfiles.radiology.ucsf.edu\groups\Business_Office\Moving Reimbursements

Instructions – Relocation Allowance:

  1. Gather information regarding the dollar amount and grossed up amount, if applicable.
  2. Complete the Exception to Academic Policy form.
  3. Check with Helen Szeto on the appropriate method of payment (e.g. one-time payment, TEV form)

Allowable Type of Expense

  • Packing & Unpacking
  • Insurance-related expense for transporting belongings
  • Storage, up to 30 days
  • Moving of two personal motor vehicle per household
  • Travel expense for the individual and his or her immediate family that does not exceed air economy transportation
  • Temporary lodging for up to 30 days
  • Meals for up to 30 days of residence in the temporary lodging if it does not have cooking facilities.

Unallowable Type of Expense

  • Assembly and disassembly of unusual items such as swing sets, satellite dishes, and storage sheds
  • Animals (except for household pets consisting of domesticated animals normally kept or permitted in a residence) or the costs associated with kenneling of pets
  • Motorized recreational vehicles, including boats, kayaks, canoes, and jet skis
  • Canned, frozen, or bulk food
  • Building supplies, farm equipment, and firewood
  • Plants

Time Test

Employee must be employed full-time for at least 39 weeks during the 12-month period, immediately following the move.All moving expenses must be made within the first year that the employee first reports to their new position, even if his or her appointment date was effective prior to the report date.

Distance Test

The distance between the individual’s new job location and his or her former principal residence must be at least 50 miles more than the distance between the individual’s previous work location and his or her former principal residence.

Not Passing Time or Distance Test

If move does not meet the distance/time test, the reimbursement will be considered a taxable income and the payment will be processed as a one-time MOV payment via SRS ticket. We will use the following calculation to reduce the impact of tax:

Gross Up Formula:MOV Payment Amount = Reimbursable amount / (1 – Tax Rate)

Tax Rate= Federal Tax (25%) + State Tax (10.23%) + OASDI (6.2% up to $117,000) + Medicare (1.45%)

COA to Use

For MDs – Speedtype: MRBSRT1001

For PhDs – Speedtype: MRBSRT1002

Reference: